Membership – Documentation

Helpful Docs for Membership 👨‍👩‍👧‍👦

What is the difference between the Membership Directory and people listed in the sections of the  Membership Dashboard (for Board Members only)?

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The information listed in the Membership section of the Board Member Dashboard is available ONLY to authorized board members (screenshot below for reference)….

By default, your Treasurer, Membership Director, and President / VP can access this module. Your President can allow other board members access to this area if he/she chooses.

None of the information in this section is available to other members. Members can choose to fill in their own information from the Member Dashboard…. 


Why can’t the club manually fill in information for members in the Member Directory?

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The simple reason is that in some states/countries you could be fined for posting information without explicitly getting the member’s consent. Regardless of what your club’s by-laws state about information-sharing, you can’t expect a member to just assume their email, phone number, or home address will be posted without their consent. Chances are they have not read your club’s by-laws in detail anyway.

Imagine joining an organization and one day getting an email with an attached document that lists your email, phone number, home address, and that of 300 of your neighbors. You would be shocked that information was distributed.  A member directory is exactly that, even if it’s gated behind a member portal. Furthermore, you can’t assume the email a member paid with is the same email they want openly distributed.

We understand that every club has older members and your inclination is to do things for them. The counterpoint to that is if they are so old they can’t fill in their own information, that also means they aren’t using the website anyway. With the time we are saving your Membership Director having to manually organize members, we are confident they can find a way to guide an older member through listing their information IF it is that important. Don’t forget too, your older members are the generation that built the Internet. Give them some credit.

Bottom line, a 100% consent-based Directory is the only way to ensure the information available to other members is what should be there. We live in a post-smartphone, post-Facebook, post-NextDoor world. Your members are not relying on the club website to contact each other. The people you want to contact and the people you want contacting you are most likely in your pocket right now. 

To reiterate the Q/A above, a Board Member has access to all member emails, regardless of whether they are published in the directory. 


How do we add or subtract new members?

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Generally speaking, you won’t need to!  Yes, that’s quite a change if your Membership Director’s role has primarily been to manage that information. Here’s why…

When new or existing members pay through the website, they are automatically organized in the system. New members are given a default PIN of 1111 to sign in, reserve courts, manage their Directory profile, etc. They can also add their own family members as sub-accounts.

Members are given access to the club website for 1 year from their purchase date. So, for example, if a member purchased on May 1 of 2019, their expiration would be May 1 of 2020. This expiration can be adjusted to your Fiscal Calendar. Using that same example, your Membership Director or Treasurer could expire that membership 1 month early on April 1, 2020.

Note: Members that have paid with an automatic recurring membership are always considered to be in good standing and are excluded from expiration adjustments / invoicing. So, if someone signed up for an automatic recurring membership on Sept 1, their re-billing date will ALWAYS be Sept 1.  You should not think of this as getting paid 5 or 6 months later than your Fiscal Calendar, think of it like a membership that started 5 or 6 months EARLY.  

What if we want to add a complimentary (non-paid) membership or if someone pays by check?

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In the case of a member paying by check, your Treasurer needs to decide if they want to include that income in the Pool Dues backend. They have the option to Create a Manual Payment in the system (which will in turn set up someone as a verified member) with or without a monetary value in the backend. Your treasurer can read more about that here.

If you grant some people a free membership (for example, some clubs do that for anyone that is a 30-year member), your Membership Director can do that in the Change Check In Info section…

Once on that page, the option to give someone membership-level site access is listed at the top. There are two fields for their email address. You can list the same email for both.

Listing the same email twice makes that member the Primary on the account. This is irrelevant for a free Singles membership, but if you are setting up a married couple, each with their own account, the second account should list the spouse’s email under Purchase Email.

If you are creating a permanent free membership, you can set the Expiration to a year far off in the future.

The Change Check-In Info page has ZERO effect on the club accounting / financial reporting. You can add, delete, or modify members and this will not add or subtract from the club’s financials. 

How can we see who is a current PAID member?

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One way to do that is by going to the Member Overview page.  If this page is blank, that’s because your club has not received any paid memberships yet. Once members begin paying through the website, they will appear here. Members that your Treasurer adds via a Manual Payment (for example, if they paid by check) would also appear here.

This page is accessible by every Board Member because we know it’s important that every Board Member is aware of who should be at the club. So the Member Overview link is in the Membership module and general Board Member module.

This page can be sorted using the pulldown menu…

  • Expired and Active Members – Exactly what it says. You can peruse the entire database of membership purchasers.

  • Currently Active Members – Members that are still in good standing. Keep in mind, their membership could expire during the summer months. This expiration can be synced with the fiscal calendar via a separate page.

  • Members that have paid this year – These members have an expiration date after Jan 1 the following year. You can be confident this list has paid for the coming summer.

  • Expired Memberships – Only members that have expired. If the pool season is close to starting, these are members you should reach out to, to be sure they are still planning to join.

When should we use the Adjust Expirations to Fiscal Calendar page?

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The Adjust Expirations to Fiscal Calendar can be used to push back the goal posts, so to speak, when herding your members to pay before their expiration due date.

So for example, if your Fiscal Calendar starts April 1, around March 1 you should begin invoicing members to let them know dues are expected to be paid by April 1, after which point the system will no longer let them reserve courts, check in, etc (because all those memberships are set to expire on that date).

Let’s suppose 70% of members have paid by April 1, but you don’t want to follow through on actually locking the other 30% of members out of the system yet. You can change the Fiscal Calendar to April 15, then sync all the unpaid members to that new date. Thus extending their due date by 2 weeks.

This page can also be used to tidy up your paid member’s expirations. When a member pays they are automatically given 1 year at your club.  So if a member pays June 1, 2019, their membership expires June 1, 2020.  But suppose your club’s Fiscal Calendar starts April 1 every year.  In this case, you would want to adjust the June 1 payer to the Fiscal Calendar.

You can do this on a case-by-case basis or sync all expirations to your fiscal calendar. Before syncing en masse, any expiration that would be effected is listed.

So you don’t accidentally extend someone that hasn’t paid or disable someone that has paid, you can only adjust expirations for the current year or next year. So for example, someone that has paid in 2019 would have a future due date sometime in 2020. This person would never be adjusted if you are syncing expirations in 2019.

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